Contracts

Manage recurring service agreements and rental contracts with automatic billing schedules.

Overview

Contracts represent ongoing agreements with customers — such as monthly service contracts, rental agreements, or maintenance plans. They can generate invoices automatically on a set schedule.

INFO

The contracts module is optional. Enable it in Company > Features if you don't see it in the navigation.

Creating a contract

1. Go to Contracts > New Contract
2. Fill in:
   • Name — A descriptive title (e.g., "Monthly cleaning service")
   • Customer — The client party to the contract
   • Amount — The recurring billing amount
   • Recurrence — How often to bill (weekly, monthly, quarterly, yearly)
   • Start date — When the contract begins
   • End date — Optional end date
   • Description — Terms and details
3. Click Save

Contract statuses

Status	Description
Active	Currently in effect, generates invoices
Inactive	Paused — no invoices generated

Automatic invoicing

Active contracts with a recurrence schedule automatically generate invoices at each billing period. The system:

1. Creates a draft invoice based on the contract terms
2. Applies the correct customer, amount, and description
3. Follows your invoice numbering settings

You can review and send generated invoices manually, or configure auto-sending.

Linking to assets

Contracts can be linked to objects/assets for rental management:

• Associate a contract with a property, vehicle, or piece of equipment
• Track which assets are currently rented and to whom
• View contract history per asset

Metrics

The contracts list page shows summary metrics:

• Total active contracts
• Total contract value
• Contracts by recurrence type

Bulk actions

• Change status — Activate or deactivate multiple contracts
• Archive — Move to archive
• Restore — Bring back archived contracts

Signing

Contracts support electronic signing. You can add parties through the contract form, and each party receives a signing link via email.

When a contract has been signed, the contract detail page shows a signing card with:

• The status of each party (invited, viewed, signed, or expired)
• A View button that opens an inline preview of the signed document
• A download button to save the PDF

The preview page includes a toolbar with print and download actions, and renders the signed contract directly in the browser.

Signing on the contracts list

The contracts list includes a Signing column showing the signing status for each contract that has e-signing enabled. Statuses appear as colored badges: draft (neutral), sent (warning), partially signed (info), and active (success).

A signing filter dropdown above the list lets you narrow the view by signing status, or filter to contracts without e-signing ("No e-signing").

Legacy contracts

Contracts created before the e-signing feature was added do not show a signing card on the detail page. The system detects legacy contracts by checking whether the contract has signing parties, a template, or signing content. Only contracts created or updated after the e-signing rollout include the signing card.

Legacy contracts show a dash in the Signing column and appear under the "No e-signing" filter.

SMS verification

Signing links can require SMS verification before a party can view and sign the document. When enabled, the signer must enter a mobile number and confirm a 6-digit code sent by SMS.

• Send code — After entering their mobile number, the signer taps the button and receives a code
• Verify code — The signer enters the 6-digit code to prove access to the phone number
• Verified badge — Once confirmed, a "Verified" badge appears with the last four digits of the number

If the wrong code is entered, the signer can request a new one. SMS verification is configured per signing session and applies to all parties.

Template versions

Contract templates support versioning so you can track changes over time. Each version is a frozen snapshot of the template content at a point in time, letting you evolve your templates without affecting contracts that were already created.

Publishing a version

1. Go to Contracts > Templates
2. Find your template and click the Versions button
3. In the versions modal, enter:
   • Label : A short identifier for the version (e.g. "v2"). If left empty the system auto-assigns a sequential label.
   • Change note : A short description of what changed in this version
4. Click Publish

The current draft is snapshotted as a new version. Existing contracts stay pinned to the version they were created from, so publishing never rewrites historical contract text.

Viewing version history

Each template's version history shows:

• The version label (e.g. "v1", "v2")
• The change note and publish date
• A Current badge on the latest published version
• An Archived badge on all previous versions

How versions affect contracts

When a contract is created from a template, it pins to the version that was current at the time. If you later publish a new version of the template, existing contracts keep rendering from their pinned version. This means you can safely revise templates without altering active contracts.

Tips

• Use contracts together with recurring invoices for different billing scenarios
• Link contracts to objects for full rental management
• Set end dates to get notified before contracts expire
• Review the contracts filter to see active vs. inactive at a glance
• Filter by signing status to find contracts that still need signatures
• Add signing parties when creating a contract to enable electronic signing